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Wiepa Bürofachpartner GmbH Success Story: Efficient E-Procurement Process at Caritasverband Mainz e.V.
Wiepa Bürofachpartner GmbH Success Story: Efficient E-Procurement Process at Caritasverband Mainz e.V.
by Anna Ullmann on Jul 23, 2026SUCCESS STORY
Caritas Mainz Digitalizes Procurement with Wiepa
How a customized e-procurement solution simplifies purchasing for numerous facilities, reduces process costs, and sustainably lowers administrative effort.
36+
Facilities
Digital procurement via a shared platform.
24/7
Available Online
Orders possible anytime and from any location.
100 %
Transparency
Traceable orders and cost centers.
1
Contact Person
Personal support instead of a hotline.
The Challenge
Many locations. Many orders. Many processes.
With each additional facility, the organizational effort also increases. Different ordering channels, various contact persons, and numerous suppliers significantly complicate economical purchasing.
Procurement must simplify the daily workflow, not complicate it.
Caritasverband Mainz operates numerous facilities with individual requirements. Office supplies, hygiene articles, consumables, and other products are needed daily. Without standardized processes, media disruptions, duplicate orders, and a high coordination effort quickly arise.
Therefore, a digital solution was sought that connects all facilities while allowing sufficient flexibility for each location. Employees should be able to order easily, while purchasing and administration maintain an overview at all times.
Together with Wiepa, a customized e-procurement solution was developed that was precisely tailored to these requirements.
Diverse Ordering Channels
Telephone, email, and individual orders complicated a standardized purchasing process.
High Administrative Effort
Many manual processes consume time and hinder economical procurement.
More Transparency
Cost centers, budgets, and orders needed to be traceable at all times.
Our Solution
Custom-developed. Simple in everyday use.
Instead of introducing a standard shop, Wiepa, in collaboration with Caritasverband Mainz, developed an e-procurement solution that is oriented towards existing workflows. The result is a digital procurement platform that relieves employees and simultaneously creates maximum transparency.
01
Users & Cost Centers
Every employee receives personal access. Orders are automatically assigned to the correct facility and cost center.
- Personal logins
- Automatic assignment
- Transparent order history
- Full traceability
02
Core Assortments
All facilities access a harmonized assortment. This simplifies processes and optimizes costs at the same time.
- Approved products
- Uniform prices
- High availability
- Fewer inquiries
03
Digital Approvals
Approval processes are digital. Responsible parties always maintain an overview of budgets and orders.
- Approval processes
- Budget control
- Cross-location
- Less administrative effort
04
Personal Support
In addition to the technical solution, Wiepa continuously supports the project with dedicated contact persons and personal consultation.
- Dedicated contact person
- Fast support
- Short decision paths
- Partnership-based collaboration
The Result
Digital processes that noticeably ease daily work
The introduction of the customized e-procurement solution has sustainably improved the procurement process. Purchasing, administration, and employees alike benefit from clear procedures, high transparency, and significantly less administrative effort.
✓
Centralized Procurement
All facilities order via a shared platform.
24/7
Available Online
Orders can be placed digitally at any time.
100%
Transparency
Cost centers and orders remain traceable at all times.
1
Personal Contact Person
Direct contact throughout the entire project.
More Time for the Essentials
Where previously different ordering channels, queries, and manual coordination characterized daily work, standardized processes now ensure significantly more efficient purchasing.
Employees find needed products faster, managers keep an eye on budgets and cost centers at all times, and administration benefits from significantly simpler invoice processing.
The result is a procurement solution that not only functions digitally but also noticeably simplifies the daily work of everyone involved.
"Highly appreciative and long-standing partnership, punctual delivery reliability, a compelling price-performance ratio, and an online shop tailored to our requirements. We particularly value the personal support and quick assistance in daily work."